Creating a Manual Invoice
Bill renters for one-off charges like damage fees, services, or adjustments outside normal billing.
When to use this
LeaseLlama handles most invoicing automatically — rent renewals, checkout invoices, and check-in invoices are all generated for you. Use manual invoices when you need to charge for something outside the normal billing flow:
- Damage assessments or cleaning charges
- Lock cutting, moving help, or other services
- Late fees that weren’t auto-applied
- Prorated adjustments
- Any miscellaneous charge
For regular rent and deposits, use the standard checkout process — it handles invoicing automatically.
Creating the invoice
To get here: Go to Billing → click Create Invoice (top right).
Step 1: Set the header info
| Field | What to enter |
|---|---|
| Invoice Number | Auto-generated (e.g., INV-000015) — you can’t change this |
| Renter | Select the renter from the dropdown (only active renters appear) |
| Invoice Date | Defaults to today |
| Due Date Terms | Upon Receipt, Net 15, Net 30, or Custom |
| Due Date | Auto-calculated from the terms (or set manually if Custom) |
Step 2: Add line items
Click Add Line Item for each charge. Every invoice needs at least one.
| Field | What to enter |
|---|---|
| Type | Category of charge (see below) |
| Description | What you’re charging for — be specific |
| Qty | Quantity (usually 1) |
| Unit Price | Price per unit |
| Amount | Auto-calculated (Qty × Unit Price) |
Line item types:
| Type | Effect on total |
|---|---|
| Rent | Adds |
| Security Deposit | Adds |
| Late Fee | Adds |
| Adjustment | Adds |
| Tax | Adds (as a separate line) |
| Other | Adds |
| Refund | Subtracts |
| Discount | Subtracts |
If all line items are Refund type, the invoice automatically becomes a Refund Invoice (with an orange badge) and the due terms default to “Upon Receipt.”
Step 3: Add notes (optional)
Notes appear on the invoice and are visible to the renter. Use them for:
- Explanation of charges
- Payment instructions
- Reference numbers
Step 4: Save
Click Save Invoice. The invoice is created in Draft status. You’ll be taken to the Invoice Detail page where you can review it, download a PDF, or send it to the renter.
Example: Charging for lock cutting
- Go to Billing → Create Invoice
- Select the renter
- Leave terms as “Net 30”
- Add a line item:
- Type: Other
- Description: “Lock cutting service — Unit CAT-A-05”
- Qty: 1
- Unit Price: $35.00
- Add a note: “Lock cut on 1/15/2026. New lock provided.”
- Click Save Invoice
- From the detail page, click Send Invoice to email it
Common questions
Can I add multiple line items? Yes — click Add Line Item as many times as you need. Each can have a different type.
What if I make a mistake? If it’s still in Draft, void it and create a new one. Once sent or paid, use credits or adjustments.
Can I create an invoice for an inactive renter? No. Only active renters appear in the dropdown. Reactivate the account first if needed.
Are manual invoices linked to a specific space? No. They’re linked to the renter’s account but not to a specific rental. For rental-specific billing, use the checkout process.
Best practices
- Be descriptive — “Lock cutting service — Unit CAT-A-05” is much better than “Service fee”
- Use the right type — It helps with reporting and accounting later
- Add notes — Context matters, especially for unusual charges
- Review before sending — Invoices are permanent records once sent